Administrative and Database Assistant

Overview

Administrative and Database Assistant Jobs in Warner Robins, GA at Trinity School of Medicine

Full Job Description

This position functions as the first line of communication for the Center and must be able to set a professional, dynamic tone. This position’s main area of responsibility is to provide a first point of contact at the reception desk for students and visitors at the Trinity School of Medicine Medical Education Center. This would entail greeting all visitors and guests that come to the Center in a warm, friendly, and professional manner. This position will also be responsible for answering the main phone line into the Center and taking appropriate messages and/or forwarding calls to the appropriate people. This position will provide administrative and IT support for projects as assigned. This position also requires professional proctoring of medical examinations. This position will also be responsible for creating office supply orders for the Center and managing the supply closet, as well as other assigned duties. This position reports directly to the Dean and Provost, Associate Dean, and Executive Administrative Assistant to the Dean. This position requires someone who is a self-starter and thrives at working independently.

General Functions

● Provide strong IT assistance with educational software platforms including implement and maintain database structures to support the organization’s data needs.

● Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately

● Receiving and sorting daily incoming mail and posting outgoing mail and shipments

● Provide basic and accurate information in-person and via phone/email

● Receive, sort and distribute daily deliveries

● Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor and student badges, manage student login sheet)

● Monitor front office supplies and keep inventory of stock

● Monitor area for cleanliness and alert cleaning crew of any issues needing attention

● Report maintenance issues to the Administrative Coordinator

● Assist any workers needing building access

● Ensure the area is quiet for students who are studying

● Morning building check (lights, bathroom supplies, trash, general tidiness)

● Update calendars and schedule meetings

● Start and support meeting and classroom audio/visual system

● Support faculty and guest lecturers in classroom needs

● Provide assistance to the IT Helpdesk staff to deliver remote support services

● Provide basic technology assistance to on-site professors and remote lecturers as guided by IT

● Confidentially manage given IT access credentials

● Report any technology issues to the IT Support staff accordingly

● Proctoring of examinations

● Keep updated records of office expenses and costs

● Perform other clerical receptionist duties such as filing, copying, scanning, and faxing

● Other duties as assigned

Requirements

● Proven experience with software platforms

● Knowledge of LMS and SIS systems a plus

● Proven work experience as a Receptionist, Front Office Representative or similar role

● Proficiency in Microsoft Office Suite as well as Google Drive

● Hands-on experience with office equipment (e.g. fax machines and printers)

● Professional attitude and appearance

● Solid written and verbal communication skills

● Ability to be resourceful and proactive when issues arise

● Excellent organizational skills and strong …

Title: Administrative and Database Assistant

Company: Trinity School of Medicine

Location: Warner Robins, GA

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